Office Coordinator

BrightSpring Health Services; Battleground Estates (TN); On-site; USD 42,000 - 56,000; Full time

Job summary

StepStone Family & Youth Services is seeking an organized Office Coordinator to support payroll, accounts payable, and general office operations. You will work closely with the Business Manager and program staff to ensure timely, accurate processing and compliant record-keeping.

The role requires attention to detail, ability to manage multiple tasks, and professionalism in handling confidential information, with a focus on improving operational efficiency for youth and families.

Qualifications

• Two years of related office management or bookkeeping experience.
• Ability to communicate with all levels of personnel, internal and external.
• Experience in managing systems, processes, and people.
• Must work independently as well as part of a team.
• Capable of handling highly confidential information.
• Must meet all agency pre-employment requirements.

Responsibilities

• Process payroll and distribute checks per schedule, addressing discrepancies with the business center.
• Review and submit timekeeping and mileage forms with supervisor approvals.
• Distribute payroll and other payroll reports to supervisors for review.
• Process accounts payable invoices and code to GL accounts; route for payment.
• Collect PCard receipts and reallocate expenses; reconcile with statements.
• Assist with client funds requests as needed.
• Perform general office duties and maintain supplies and equipment.
• Maintain and reconcile purchase cards; obtain approvals and audit trail.
• Prepare and submit source forms for new locations and lease updates.
• Ensure business documents are retained per policy; perform other duties as assigned.

Skills

Office management

Bookkeeping

Communication

Teamwork

Confidentiality

Pre-employment checks

Education

Two years of college coursework

Tools

Oracle

Job description

Our Company

StepStone Family & Youth Services

Overview

StepStone Family & Youth Services provides trauma informed, youth centered services to children and families involved in foster care. The Office Coordinator plays an important role in supporting daily administrative and business operations, helping ensure program teams have the resources and support needed to provide high quality services to youth and families.

We are seeking an organized and dependable Office Coordinator who thrives in a fast paced environment and values accuracy, communication, teamwork, and exceptional service. This role is ideal for a professional who enjoys managing multiple priorities and providing reliable administrative support to both leadership and program staff.

The Office Coordinator is responsible for supporting office operations including payroll preparation, accounts payable, purchase card documentation, expense reporting, record maintenance, purchasing, filing, and other administrative functions. This position works closely with the Business Manager, program leadership, employees, and corporate departments to help maintain accurate records, efficient processes, and compliance with company policies and procedures.

The ideal candidate is detail oriented, proactive, solutions focused, and highly organized, with a strong commitment to professionalism, confidentiality, and operational excellence while supporting teams dedicated to improving outcomes for youth and families.

Responsibilities

The Office Coordinator tracks and processes accounts payable invoices and oversees the supervision of the payroll process, ensuring employees are paid timely and accurately.

Essential Job Responsibilities:

• Process Payroll per the operations payroll schedule including distributing payroll checks and communicating payroll discrepancies to the business center
• Collection and review of employee punch correction forms and/or manual timesheets. Obtain applicable supervisor approval as needed. Submit approved documents to the Resource Center weekly
• Distribute Workforce Timekeeper Employee Time Detail and other Payroll reports received from the Resource Center to supervisors for review
• Collection and review of employee mileage forms. Obtain applicable supervisor approval as needed. Submit approved documents to the Resource Center weekly
• Process accounts payable invoices including invoice coding to General Ledger Account and locations in Oracle, run and review weekly report, submit invoices that are routed to the Resource Center for payment
• Collect PCard receipts from cardholders weekly and reallocate expenses as required
• Assist with processing of client funds requests as required
• Perform general office duties including preparing office correspondence and memos as needed, ordering and maintaining office supplies, and coordinating office and office equipment maintenance as needed
• Maintain purchase cards and distribute as needed. Obtain weekly spend down and receipts for cardholders/users. Reconcile receipts to US Bank statements, obtain Executive Director approval and retain for audit. Reallocate Purchase card expenses as required
• Prepare and submit Source forms for new locations, relation, lease renewals, and other property updates
• Ensure business documents are retained as per policy
• Performs other duties as assigned

Qualifications

• Two years of related office management or bookkeeping experience
• Ability to communicate (verbally and written) with all levels of personnel, internal and external to the company
• Experience in managing systems, processes, and people
• Must be able to work independently as well as part of a team
• Capable of working responsibly with highly confidential information
• Must meet all agency requirements for pre- employment as required by Company and/or State regulations

Education:

• Must have completed at least two years of relevant college coursework or prior Accounts Receivable or Accounts Payable experience, or equivalent combination of education and experience

Certificates, Licenses, Registrations:

• Valid driver’s license from state of residence with a satisfactory driving record as defined by Company vehicle policy and/or liability insurance carrier (as applicable per program requirements)

About our Line of Business

StepStone Family and Youth Services, an affiliate of BrightSpring Health Services, provides the full spectrum of support to children in need of alternative, safer, and more positive living environments with residential and family services. StepStone connects children and youth who need homes with foster families, as well as foster care training, respite care and support services. For young adults transitioning from foster care to independent living, StepStone provides personalized guidance and training on basic life skills, including money management and education. For more information, please visit www.stepstoneyouth.com. Follow us on Facebook and LinkedIn.